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POLICY 1332: USE OF SCHOOL DISTRICT FACILITIES AND EQUIPMENT

POLICY 1332: USE OF SCHOOL DISTRICT FACILITIES AND EQUIPMENT

Reviewed: April 11, 2022

I. PURPOSE

The purpose of this policy is to provide guidelines for community use of school facilities and equipment, prioritize the allocation of district space and provide for rental and lease agreements. 

II. GENERAL STATEMENT OF POLICY

The school board encourages maximum use of school facilities and equipment for community purposes if, in its judgment, that use will not interfere with use for school purposes.

III. PRIORITY FOR THE ANNUAL ALLOCATION OF DISTRICT SPACE

District administration will review facility usage for the following year, and issue space allocations according to official priorities.

Priority 1: space for curricular purposes.

Priority 2: space for co-curricular purposes.

Priority 3: space for Community Education and Services. Such space will be in two categories: space allocated to Community Education during after hours, and space allocated exclusively to Community Education.

Priority 4: rental space for other governmental agencies.

Priority 5: rental space for non-profit organizations which provide a desirable community service.

Priority 6: rental space for private businesses which provide a desirable community service and which cannot otherwise secure suitable rental space in the area.

IV. SCHEDULED COMMUNITY EDUCATION CLASSES AND ACTIVITIES

  1. The school district administration shall be charged with the process of scheduling rooms and special areas for community education classes and activities planned to be offered during each session.
  2. Procedures for providing publicity, registration and collection of fees shall be the responsibility of the school district administration.
  3. Registration fees may be structured to include a pro-rata portion of costs for custodial services that may be needed.

V. GENERAL COMMUNITY USE OF SCHOOL FACILITIES

  1. The school board may authorize the use of school facilities by community groups or individuals. It may impose reasonable regulations and conditions upon the use of school facilities as it deems appropriate.
  2. Requests for use of school facilities by community groups or individuals shall be made through the Community Education and Services office. The administration will present recommended procedures for the processing and review of requests to the school board. Upon approval by the school board, such procedures shall be an addendum to this policy.
  3. The school board may require a rental fee for the use of school facilities. Such fee may include the cost of custodial and supervisory service if deemed necessary. It may also require a deposit or surety bond for the proper use and repair of damage to school facilities. A rental fee schedule, deposit or surety bond schedule and payment procedure shall be presented for review and approval by the school board.
  4. The district may enter into an agreement with tenant(s) to lease school space in the event that a surplus of school space is available which is not needed for instruction or other district purposes. All leases must be approved by the school board, upon recommendation from the superintendent of schools. Leases may be negotiated (length, terms and conditions, and dollar amounts) by the superintendent or their designee.All revenue generated from lease(s) shall accrue to the general fund of the district.
  5. When emergencies or unusual circumstances arise that necessitate rescheduling the use of school facilities, every effort will be made to find acceptable alternative meeting space.

VI. USE OF SCHOOL EQUIPMENT

The administration will present a procedure to the school board for review and approval regarding the type of equipment that is available for community use, the extent to which it may be utilized and the manner by which it may be scheduled for use and any charges to be made relating thereto. Upon approval of the school board, such procedure shall be an addendum to this policy.

VII. RULES FOR USE OF FACILITIES AND EQUIPMENT

The school board expects members of the community who use facilities and equipment to do so with respect for school district property and an understanding of proper use. Individuals and groups shall be responsible for damage to facilities and equipment.

Legal References:

  • Minn. Stat. § 123B.51 (Schoolhouses and Sites; Access for Noncurricular Purposes)

Cross References:

  • MSBA/MASA Model Policy 801 (Equal Access to Facilities of Secondary Schools)
  • MSBA/MASA Model Policy 901 (Community Education)

Adopted: 1982